Administrative Assistant - HOA

Castle Group•Wylie, TX

About The Position

The Administrative Assistant provides a wide variety of administrative support services to a homeowners' association and its management office. The role delivers exemplary customer service consistent with Castle Group's values and mission, and represents Castle Royal Service. The position supports residents, the Property Manager, and association operations through administrative, financial, communication, work-order, access-control, and—when needed—community compliance tasks. Duties may change or be supplemented based on organizational needs.

Requirements

High school diploma or equivalency.
At least one year of administrative support or related work experience, with a strong administrative background.
Intermediate command of computer hardware and software, specifically Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, SharePoint, and Teams.
Strong customer-service, communication, and interpersonal skills.
Strong conflict-resolution skills, including the ability to handle and diffuse conflict situations.
Ability to work under tight deadlines and use time effectively based on key priorities.
Excellent verbal and written communication skills.
Excellent interpersonal and office-management skills.
Excellent organizational skills and strong attention to detail.
Ability to prioritize tasks in a fast-paced environment.
Ability to learn new technology.
Ability to act with integrity, professionalism, and confidentiality.
Ability to work under pressure, maintain composure, and use good judgment during emergency, difficult, or stressful situations.
Ability to lift 30 pounds using appropriate safety procedures.
Ability to work seated for long periods; handle, grasp, and feel objects and equipment; reach with hands and arms; type extensively; use a computer monitor; navigate property and buildings; repeat wrist, hand, and finger motions; detect auditory and visual emergency alarms; hear, understand, and respond to verbal requests in person and by telephone; see with vision correctable to 20/20; and respond verbally in an understandable, professional manner in person and by telephone.

Nice To Haves

Fluency in multiple languages is desirable and may be required depending on the community's needs.
A valid driver's license may be required.

Responsibilities

Answer telephones promptly and assist residents with questions and concerns.
Track resident issues so the Property Manager can identify major problems or trends.
Maintain Association files, mail, binders, and office supply inventory.
Attend Board Meetings as requested.
Create and post newsletters and notices, and assist the manager with website updates as needed.
Maintain the homeowner roster, database, mail instructions, and homeowner files.
Assist in reviewing leases, when applicable, and process new-owner approval and interview packages.
Review receivable reports and assist the Property Manager with forwarding collection packages to counsel.
Input, process, and close work orders for landscape, maintenance, housekeeping, and other needs.
Process Association expense checks when assigned.
Record miscellaneous income in assigned software.
Assist residents with account balance inquiries; research discrepancies; process overpayment refunds; and process owner credits and charges as instructed by the Property Manager.
Process ARCs and assist residents with amenity reservations.
Assist residents with access-control requests, including new fobs, gate remotes, and transponders.
When a Covenants Coordinator is absent, inspect the community on the schedule determined by the Association; update inspection data in the assigned compliance system; and issue and close out violations consistently.
Upload violations to the Production folder for daily mail-outs.
Respond to resident inquiries with information needed to correct violations in a timely manner.
Perform property inspections and follow up on work orders as directed by the Property Manager.
Follow safety precautions and procedures while performing duties.
Perform other duties and responsibilities as assigned by the Property Manager.